How to Code Folders for Medical Filing

Patient medical information should be stored as a unit record.  This means that all information is stored together or quickly accessible as one record.  For privacy reasons, it is not recommended that patient records be filed by social security number.  Here are the instructions on how to file properly:

• Research the filing coding systems.  They include:

• Numeric with color codes, based on assigned medical record numbers.     
• Alphabetical, generally by patient last name.

• One type is combination color-coded numeric systems.  These are the most commonly used forms of medical filing.  These filing systems are best for larger organizations because there is room for additions of records within combination's of numerals. 

• The other type is alphabetical coding, usually by the patient's last name, to file medical records. However, this system is best used only in small facilities with low patient turnover rate because large numbers of common last names can cause file retrieval to be time consuming.

• Provide the appropriate code file folder.  Once the filing method is chosen, then the appropriate information can be placed in the medical record file folder.  Many file folders can be purchased with pre-printed colors and blocks of numbers.  For smaller offices using color coding, color-coded numeric stickers can be purchased and placed on the tab-edge of blank folders.  Once records have been coded, then patient name and medical record number also should be written or added with a label on the front of the file folder.

• Ensure file coding information matches patient information on the inside of the record.  Because medical records are legal documents for patient care, it is imperative to be able to retrieve the correct information quickly while treating the patient.